Northern Virginia District DBE Design Workshop Partnering for Success June 2, am to 1pm. Agenda

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Northern Virginia District DBE Design Workshop Partnering for Success June 2, 2009 8am to 1pm 15010 Conference Center Drive Chantilly, Virginia 20151 Agenda 8:00 9:00 Registration Coffee, Donuts and

1 Northern Virginia District DBE Design Workshop Partnering for Success June 2, am to 1pm Conference Center Drive Chantilly, Virginia Agenda 8:00 9:00 Registration Coffee, Donuts and Networking 9:00 9:15 Welcome Leslie Martin 9:15 9:30 Program Overview Steve Bates 9:30-10:00 Procurement Process John Lynch 10:00 10:15 Break 10:15 10:45 NoVA Mega Projects John DePasquale Carolyn Wolcott 10:45 11:45 Prime Perspective ACEC/Primes 11:45 1:00 Lunch and Networking 1:00 1:15 Final Remarks Leslie Martin

2 1 Virginia Megaprojects and the General Engineering Consultant June

3 2 What are Megaprojects? Megaprojects are large-scale projects distinguished by cost, complexity and the potential impact on the community. Collectively, these projects represent several billion dollars in significant transportation improvements all long overdue. When completed, they will offer travelers more choices to reach their destinations. 2

4 3 The Projects I-95 Widening Fairfax County Parkway I-495 (High Occupancy Toll) HOT Lanes Dulles Metro extension I-95/395 HOT Lanes 3

5 4 I-95 Widening Add a fourth lane in each direction of I-95 Additional capacity will complement gains already achieved by the Springfield Interchange project 4

6 5 I-95 Widening project schedule Construction began March 2008 and will end in The contract value is $123 million. 5

6 Fairfax County Parkway Extension / BRAC Fairfax County Parkway (4 phases) Final two miles of Fairfax County Parkway Interchange at the Engineer Proving Ground access road Extension of Boudinot

7 6 Fairfax County Parkway Extension / BRAC Fairfax County Parkway (4 phases) Final two miles of Fairfax County Parkway Interchange at the Engineer Proving Ground access road Extension of Boudinot Drive with one ramp to southbound Parkway First two phases cost $117 million, phases 3 and 4 are unfunded Estimated completion: late 2010 I-95 Access Ramps to the Engineer Proving Ground (EPG) Proposed ramps would reduce traffic volume on the Fairfax County Parkway and allow more efficient travel when Fort Belvoir realignment takes effect. The cost is to be determined Construction timeline: mid-2009 to

8 7 I-495 High Occupancy Toll Lanes Lanes Two new lanes in each direction First-time introduction of High Occupancy Vehicle (HOV) access to the Capital Beltway Pedestrian and bicycle access Replace more than $260 million of aging infrastructure, including more than 50 bridges and overpasses 7

9 8 Build outer two lanes: Rebuild/lengthen all bridges & overpasses along alignment: Shift traffic into two new outer lanes: 2011 Construction on inner two HOT lanes: Projected HOT Lanes opening Early 2013 Project cost: $1.4 billion I-495 project schedule 8

9 Dulles Metrorail Extension 23-mile new Metrorail line to the Dulles International Airport 11 new stations 5 stations in Phase 1 with a completion date of mid 2013 Phase 1 Cost: $2.

10 9 Dulles Metrorail Extension 23-mile new Metrorail line to the Dulles International Airport 11 new stations 5 stations in Phase 1 with a completion date of mid 2013 Phase 1 Cost: $2.6 billion 6 stations in Phase 2 with a completion date of 2015 Seamless integration with current 106-mile system Approx. 50 percent of Tysons commuters originate from eastern points accessible to existing metro rail 9

11 10 Dulles Metrorail route map 10

12 11 A closer look at Tysons Corner stations 11

13 I-95/395 HOV/Bus/HOT Lanes Expand existing 28-mile I-95/395 HOV lanes from two to three lanes Extend HOV to Stafford and Spotsylvania Improve HOV service with new access points, increased enforcement and improved incident response Provide new choice for drivers to pay toll on occasion for faster more reliable travel Create seamless regional HOV network $195 million concessionaire payment to fund transit improvements such as Park & Ride lots, new buses and bus routes 12

13 Northern section Federal environmental approval received I-95/395 project status Regional transit study complete; bus rapid transit station study starting soon Public hearings scheduled for

14 13 Northern section Federal environmental approval received I-95/395 project status Regional transit study complete; bus rapid transit station study starting soon Public hearings scheduled for Feb Financial close Fall 2009, construction late 2009/ early 2010 Southern section Environmental review underway targeting spring 2010 Financial close targeting late 2010 Construction

15 14 General Engineering Consultant (GEC) Management and administration of the $6 billion Virginia Megaprojects program Program administration Project management Quality assurance The Role of the GEC 14

16 15 The GEC Organization Joint venture of ATCS and CH2M HILL 24 technical and specialty sub-consultants Integrated team with core VDOT staff 65 percent SWaM and DBE Matrix structure Administration o Administrative Support o Civil Rights o Delivery o Controls o TOMP o Communications Operations o Projects 15

17 16 How the program is administered Established Annual Work Plan (AWP) July 1 through June 30 Program scope of services Program budget Approved by VDOT and FHWA AWP 1 11 separate tasks Task scope of services Task budget Define deliverables Define current and projected staff 16

18 17 Program administration Administrative staff IT Finance and accounting Procurement Internal audit Program delivery Staffing Safety Technical engineering pool Special projects Forecasting 17 GEC Scope of Service Administration

19 18 GEC Scope of Service Administration Program Controls Document control Program scheduling Program cost estimating Change management Risk management Claims avoidance PCO management Contract negotiation and interpretation 18

20 19 GEC Scope of Service Administration Transportation Management Plan Transportation management strategies Work Zone Safety and Mobility Rule (the Rule) September 2004 Incident management Improve traffic flow Alternative commute options Communication Public outreach Stakeholder meetings Project information 19

21 20 GEC Scope of Service - Operations Project Management Traditional QC Inspection I-95 Widening Field Quality Assurance-IA/IV I-495 HOT Lanes Dulles Metro extension Fairfax County Parkway (BRAC) I-95/395 HOT Lanes Engineering Shop Drawing Review Design QA Compliance Exceptions and Waivers 20

22 21 GEC Scope of Service - Technical Services Roadway/ civil/ design Drainage design Structures and bridge design Utilities and sub-surface engineering Environmental Geotechnical Traffic engineering Right-of-way Permits 21

23 22 Construction Services Construction management and engineering Quality assurance Independent assurance/independent verification Environmental compliance Maintenance of traffic 22

24 23 Creating a self sufficient organization while performing the work Integrating several large organizations with competing goals VDOT and GEC Design-builder Participating agencies Local stakeholders Multiple delivery methods within the program Defining quality assurance Organizational flexibility 23 Challenges

25 24 Thank you for your time. 24

26 Virginia MegaProjects Civil Rights Carolyn Wolcott VA Megaprojects GEC Civil Rights Manager

27 Dulles Metrorail Extension I-95 Widening The Projects Fairfax County Parkway Extension I-495 (High Occupancy Toll) HOT Lanes I-95/395 HOT Lanes Telegraph Road Project WWB

28 Telegraph Road Interchange Prime Contractor CK Constructors Final major contract of the Woodrow Wilson Bridge project Rebuild the I-95 interchange at Telegraph Road Provide uninterrupted traffic flows and safer pedestrian access Widen two miles of I-95/495 Capital Beltway

29 Telegraph Road work zone Telegraph Road US Route 1 River crossing I-295 MD-210

30 DBE/SWaM Participation Goals Dulles Metrorail Extension ~ 10%/None I-95 Widening ~15%/Voluntary Participation Fairfax County Parkway Extension ~10%/15% I-495 HOT Lanes ~15%/25% I-95/395 HOT Lanes ~ 15%/25% (pending approval) Telegraph Road Interchange ~15%/25%

31 Virginia MegaProjects Important Websites and Contacts Dulles Metrorail Extension website Dulles Transit Partners ~ Felicia Bell I 495 Capital Beltway HOT Lanes Project website Fluor-Lane, LLC ~ Edgar Bernard

32 Virginia MegaProjects Important Websites and Contacts (cont d) - I 95/395 HOT Lanes Project website Fluor Enterprises, Inc. ~ Sam Muench , ext Fairfax County Parkway Extension Project website Cherry Hill Construction ~ Leslie Gonzalez

33 Virginia MegaProjects Important Websites and Contacts (cont d) 95_fourth_lane_widening.asp - I 95 Widening Project website Shirley Contracting ~ Chuck Smith WWB Telegraph Road Interchange CK Constructors ~ Rick Richardson

34 Virginia MegaProjects Civil Rights Program Responsibilities include: Provides certification and prequalification assistance Manages outreach for each of the MegaProjects matching opportunities with qualified contractors and consultants 9

35 Virginia MegaProjects Civil Rights Program (cont d) Offers assistance and support (for DBEs and SWaM vendors) for plan and technical review of bid packages Offers assistance and support (for DBEs and SWaM vendors) with RFP language, as well as contract review once LOIs are issued 10

36 Virginia MegaProjects Civil Rights Program (cont d) Offers workshops, conferences, technical assistance and other support through the Business and Support Services (BASS) Program Participates in Workforce Development initiatives to ensure a qualified pool of workers for the future

37 Virginia MegaProjects Civil Rights Program Outreach Team Carolyn Wolcott, Civil Rights Program Manager Pawnee Wentt, Civil Rights Asst. Program Manager Jennifer Mingo, Executive Assistant Joe Lewis, Consultant Wendell Point, Consultant Nalin Jain, Consultant Linda Butler, Admin Assistant 12

38 Virginia MegaProjects Civil Rights Program Outreach Team With other staff participation and support: Terry Garrett, DBE Program Consultant/Field Technician Gail Bassett, Capacity Building Consultant/BASS Program Lead Rob Lancaster, PE, Consultant Sean O Day, Contracts Consultant 13

39 Total DBE and SWaM Commitments on these MegaProjects to date: (approximately) $300,000,000 More opportunities are on the horizon!

40 2009 DBE Workshop Partnering for Success June 2, 2009 Northern Virginia District

41 2 WELCOME Northern Virginia District

42 Leslie E. Martin District Civil Rights Manager Northern Virginia

43 Stephen L. Bates, P.E. Acting Location & Design Engineer Northern Virginia

44 Workshop Overview Objective: Partner for success through communication and cooperation by providing information and guidance on the procurement process. Networking with Prime Consultant Firms. Procurement Overview. Prime Perspective to Teaming and Partnering. Opportunities to Obtain information on all aspects of procurement. 5

45 Critical Delivery Projects in NoVA District I-66 Spot Improvements Route 50/Coutrhouse Road Route 28 / Wellington Road Fairfax County Parkway / Fairlakes Interchange Route 27 / Route 244 Interchange Route 50 Widening Gainesville Advance Detour Pacific Boulevard 6

46 Recent Communications 2008 Road & Bridge Standards website (April 2009 Insertable Sheets List) CD Maintenance of Traffic on Construction Projects CD FIELD CHANGE DOCUMENTATION CD PROFESSIONAL LICENSURE AND SEALING AND SIGNING OF PLANS 7

47 Northern Virginia John D. Lynch, P.E. Assistant District Administrator - Construction

48 Procurement Process Overview This portion of the workshop will specifically touch on our procurement process including: Determining Need for Outside Services. Activities before the RFP is issued. The Advertisement Process. Getting to the Shortlist. The Shortlist. The Interview. Selection & Award. The Contract and Notice to Proceed. Project Execution. 9

49 Determining the Need for Outside Services How we determine what projects are consultant procurement. Available Personnel verse anticipated work load. Degree of specialization required by project. How Consultants can determine projects coming out. Review of SYIP VDOT Web Site: Visits to VDOT Offices. 10

50 Determining the Need for Outside Services 11

51 Activities before the RFP is issued Review SYIP Projects to determine In-House or Consultant. Prioritize Projects for Advertisement. Complete Scoping Document. Determine RFP Scope (i.e. Who does what). Obtain Approval to Use Consultant (AS-58). Setup Selection Committee. Develop RFP. Advertise RFP. 12

52 The Advertisement Process RFP Advertised in Newspaper, Virginia Business Opportunities and VDOT WEB. Qualifications based solicitation with narrative, DBE participation form, selection criteria, unique capability or qualifications required. 254/255 based with other information requirements, both agency and project specific. Typically open for 3-4 weeks. Qualification information includes organizational structure, experience of key personnel, project experience, ability to meet schedule, percent work of each firm for example. 13

53 Getting to the Shortlist Selection Committee reviews expressions of interest and scores individually. Selection criteria based on competitive negotiation (experience, staffing, etc, but not price) in accordance with the Virginia Public Procurement Act, Section Other evaluation criteria include understanding of the project, use of sub consultants, familiarity with federal, state and local standards and requirements, and current workload with the Department. Shortlist is developed in conjunction with Administrative Services Division who facilitates the shortlist process. The Shortlist is published once approved. 14

54 The Interview Short listed Firms are Interviewed. Interview consists of formal presentation followed by Q&A. Detailed questions are prepared in advance and all firms are asked the same questions. Team Leaders should be present including sub consultants. Details of presentation and responses to prepared questions along with the qualifications package are used to determine selected firm. 15

55 Selection & Award Selection completed after interview process. Details of presentation and responses to prepared questions along with the qualifications package are used to determine selected firm. Narratives are developed for each shortlist firms listing strengths and weaknesses of each team. Technical, organization, performance, presentation approach, staffing, workload, qualifications are all on the table. Award process includes selection, approval, notification and debriefs. Approved FAR Audit. 16

56 The Contract and Notice to Proceed Proposal kick-off Meeting with initial contract terms provided. PM and District negotiate scope of work and hours based on independent estimate and project needs. Attorney General s Office review of MOA and pre-award audit conducted and funding verified. Two copies sent to Consultant for review and signature. Commissioner signs agreement, executing document. Written NTP provided and project kick-off meeting scheduled. Detailed project schedule, deliverables and design criteria established. For details of process see link below for 2007 Manual for the Procurement of Management and Professional Services: 17

57 Project Execution Progress Reports are submitted monthly as required by contract. The progress percent complete from the design progress schedule is the net fee billed, not percent spent. Do not perform work outside the contract without an executed supplemental agreement or written approval from the Chief Engineer. Separate cost accounts are maintained for errors and omissions and the rework and/or corrections are summarized separately. These are not to be billed to the Department, as required by contract. Design Support during construction is needed. Consultant Designer is responsible for Quality Control (Checking). Designer and VDOT PM must resolve issues brought up during the plan review process and document the resolution. Design support during construction. 18

58 BREAK Northern Virginia A Mobility Company Efficiencies Partnerships Customer Service

59 John DePasquale, P.E./Carolyn Wolcott NOVA Mega Projects Northern Virginia

60 Prime Panel Discussion: ACEC Panel Members Peter Bonacorsi HNTB Jennifer Groat CH2M-Hill Fred Wiler A. Morton Thomas Simon Simon G&O Philios Angelides Alpha Corporation Steve Walter Parsons

61 PANEL DISCUSSION 1. What does a Prime looks for in a partner or team member in order to be successful during the procurement process and project execution? 2. What issues and/or concerns may arise in the submittal stage, presentation stage, award stage or during project execution that may cause a firm to lose a spot on the team? 3. How can DBE firms market themselves effectively? 4. What technical areas are not represented well? Over represented? 5. Are Subconsultants effective in managing their work? 22

62 23

63 Northern Virginia Open Discussion A Mobility Company Efficiencies Partnerships Customer Service

64 Leslie E. Martin District Civil Rights Manager Northern Virginia Final Remarks

October 19, 2017 Shailendra G. Patel, PE, DBIA Division Administrator, Alternative Project Delivery

General Engineering Consultant Services for I-64 Hampton Roads Bridge-Tunnel Expansion Project Hampton Roads District RFP No. HRD-20171013 Optional Pre-Proposal Conference October 19, 2017 Shailendra G.